Budgeting Assignment

 

Seaside Public Library Budget

2016/2017 Budget (No new resources)

Resource Explanations/Evidence Estimated Cost
Books, Magazines, and Newspapers We will have to be prepared for an increase in cost for all of these resources, due to the increase in prices for the items. For the magazines and newspapers, we will do a survey and evaluate which ones are not being utilized and will be able to cut those that aren’t used as well as others. 58,000
General Maintenance/Upkeep We are not planning on any big renovations in the library as the last big change was not that long ago. General upkeep will be needed, as the building is older and will need some work to help it stay in shape and there may be an increase in wages to do with that, but no drastic changes should be seen. 20,000
Staff Our current staff works well for the library and should stay the same. There will probably be wage increases to connect with cost of living increases. 250,000
Volunteers We currently have more people wanting to volunteer than we have spots for. With a rearrangement of our community outreach programming (see below) we can possibly use more. This will involve some training, but it will just need one person for a few hours and will pay off immensely in the amount of work they can provide for the library. 2,000
Technology There will be costs in maintaining the adaptive work stations, computer terminals, as well as the website, databases, and catalog. 20,000
Furnishings/Space Our library is outfitted well in terms of furnishing and space and we are adequate for the current year. The population makes good use of our library and the library is currently satisfactory for the use that we are seeing. There will be a few new couches/chairs and such needing to be replaced as is every year. 20,000
Programs/Services We currently hold multiple programs for people of all ages that are well attended and used by the community. We need to keep running these programs as well as update them and possibly add new ones to make sure that we are serving the community to the best of our abilities. 100,000
Marketing We want to make sure that the library is being used by all that call St. Jerome home and to do that we need to increase our marketing strategies. This can be done either by the Head of Public Services or an outside company. Either way there will be an increase in costs associated with this, but will also increase services and the population served in the library. 50,000
Community Outreach This goes alongside marketing and we need to reach out more to the community that we are involved in. This can be done by attending events within the community and utilizing our volunteers more. With minimal training we can bring out library more into the community and make sure that everyone knows what we do. 10,000
Evaluation of services As we do every year, we need to do an evaluation of the services that we provide as a library. We strive to provide the best services so we need to make sure that we do so. This will be a joint effort between the library, city, and an outside source and will help shape our planning and budgeting for the future. 20,000
Staff Training Staff training is needed every year to make sure all of the staff are well versed in the technology and services that we offer. This takes multiple forms; one-on-one with the director or head of public services, training days on days when the library is closed, and staff retreats to make sure that everyone is on the same page. This is integral to having an integrated and hard working staff. 25,000
Funding Besides the regular provincial and municipal money that comes in there are many grants that the library can apply for to create new programs, support existing services, and these are provided by both corporations and the government. This can also be useful to help expand our Maliseet collection as there are specific grants for Aboriginal collections. There is also our Friends of the Library board which always donates to the library. n/a
Crisis We need to have money in the budget in case any unexpected event happens that we will have to pay for. This is included every year and while it is not expected to be used it must be included in case there is a crisis or any sort. 100,000
Utilities This is for things such as hydro, water, internet usage and the regular things that we have to pay every year. There will be an increase from the past as there is every year. 25,000

 

Good Faith Estimate of the 2016-2017 Budget with no major changes to programming: $700,000

 

2016/2017 Budget (With added resources for Syrian families)

Resource Explanations/Evidence Estimated Cost
Volunteers We have an abundance of volunteers that are older, retired members of the community. With the added services and people that we will be serving we should increase the number of volunteers to lessen the load on our paid staff. We can utilize them throughout all the open library hours and have a one day training session for them all. We can also see if any of the Arabic speaking members of the community want to volunteer and help with finding services for the non-English/French speaking population. 2,500
Language Resources With non-English/French speaking members of our community we will need to increase the number of resources we have for them. This can include books, computer programs, and services to help them learn English or French. 5,000
Governmental Resources We already provide resources for becoming a Canadian citizen, but we need to make sure we have them in the correct languages and made known to be available. This can be provided by the government as they have the resources. We just have to display them. 1,000
Staff With a varied allocation of tasks, we do not have to hire any new staff. Our current Head of Public Services already deals with Outreach so we can expand her role to include these new families to Canada. Our library assistant who does not already have specific tasks assigned to them can also have more specific roles assigned to them that have to do with the Syrian Families. As we are reshuffling the job roles and giving more responsibilities to the library assistants we will also be increasing their wages. 275,000
Books, Magazines, and Newspapers We will have to be prepared for an increase in cost for all of these resources, due to the increase in prices for the items. For the magazines and newspapers, we will do a survey and evaluate which ones are not being utilized and will be able to cut those that aren’t used as well as others. There also may be resources in Arabic that should be added to account for the new population we are trying to serve. We can look into digital resources for these as well to see if they are cheaper. 75,000
General Maintenance/Upkeep We are not planning on any big renovations or issues to arise in the building as the latest renovations are still relatively new. General upkeep will be needed, and there may be an increase in wages to do with that, but no drastic changes should be seen. 20,000
Space The new programs we are implementing should not require any extra space, just a rearranging of the rooms and what programs are being used in them. 5,000
Technology We have various technologies in place to support alternative learning and they are working well for our library. The adaptive work station can be changed a little bit to support our new Syrian families and provide language support. This can be done with minor costs attached to it. Other technology cost will be minor and only have to do with upkeep and maintenance. 25,000
Services/Programs To support our new services to do with refugee families we will have to change or increase our services. This will include language training, introductions to Canada, as well as integration into our regular programming. There are multiple ways to do this; we can add to our current array, we can replace services that aren’t being utilized, or we can adapt our current programs to meet the needs of our new community. All of these options will have monetary needs attached to them, but with support from the community as well as government programs it does not need to be major. 125,000
Marketing With the implementation of the new programing we need to increase our marketing to make sure that the community knows about our new initiatives and we get the support that we need from them. This can be done by allocating the job to a current employee if there is someone with the skill or by outsourcing to a marketing company. This will be costly, but if done correctly it will bring more people into the library to explore the new things that we are doing. We also could make the Head of Public Services work more on the Education and Outreach side of her job, while rearranging the other roles to other people at the library. 50,000
Community Outreach As these changes are being done for the community we need to do more community outreach to get the library out there. This can be done at community events for very minimal money and this would be a great opportunity to utilize our volunteers who love the library and want to support it. 15,000
Evaluation of programming With new programing being implemented we need to do an evaluation of our current programs to see if there is anything that should be changed or eliminated. This is something that would be done whether or not major changes are happening as the library does not want to become stagnate and not provide the best services for the community. This is something that would be a joint effort between the library, the city, and an outside source who can be impartial. 20,000
Staff Training With new services being offered there needs to be staff training in place to make sure that everyone is on the same page and the new services are provided to the best of everyone’s abilities. This can be done in house by the library director as she will be the one implementing the changes on a day when the library is closed. This is an opportunity as well for cross-training for the library staff and to be well-versed in all the areas of the library. 35,000
Crisis We need to have money in the budget in case any unexpected event happens that we will have to pay for. This is included every year and while it is not expected to be used it must be included in case there is a crisis or any sort. 100,000
Funding Besides the regular provincial and municipal money that comes in there are many grants that the library can apply for to create new programs, support existing services, and these are provided by both corporations and the government. There are also specific grants for refugee programming that we can utilize in order to create and fund new services. n/a
Utilities This is for things such as hydro, water, internet usage and the regular things that we have to pay every year. There will be an increase from the past as there is every year. 25,000

 

Good Faith Estimate of the 2016-2017 Budget with added programming for Syrian Families:

$778,500

 

 

To: St. Jerome County Commissioners

Re: Seaside Public Library Budget 2016/2017

At the Seaside Public Library we pride ourselves as providers for the community. We strive to give the best programs and services to all the members of the community and work with the city so that everyone is able to make the most out of their library. It is with this in mind that we present to you the budget for the 2016/2017 fiscal year.

This past year we have seen a major increase in the amount of refugee families that have moved into St. Jerome and we as a library have not yet provided any services for them. We would like to see this changed in the upcoming year and that is the reason we are asking for an increase in the budget. There are many ways that we can do this cost effectively, with as little money spent as possible, as well as ways to get money back from various funds, but we need the cities support to create these programs and be able to provide for our community the best that we can. There are a few major parts to this budge that I would like to speak to you in detail about and they are marketing/community outreach, volunteers, programming, collection development, and staff. I will also be discussing in detail at the end about different funding opportunities that we have for the upcoming year.

The library is nothing without the community that surrounds it. This is why we need to have more opportunities to go out into the community during different events. With the creation of new advertising and marketing materials (either done in house by our Head of Public Services or by an outside source) we can get many more people in our doors. This is especially important with the new programming that we are hoping to implement as we need to let everyone know, in multiple languages the programs and services that are offered at the library. There will be some start up costs associated with this, but once we have good material we can use them for years to come with minimal updates and we will see an increase in patronage to see all that the library has to offer.

We are blessed with an abundance of people wanting to volunteer, so many so that we have a waiting list. With a little bit of support and training we can utilize these people in many of the areas of the library, especially as we expand our programming. Volunteers can be used at different community events to showcase what the library has to offer and let people in the community know what the library does. We also can reach out to members of the library community that speak Arabic to help train and support the new programs that we are wanting to put in place in the library. Using volunteers is cost effective and just needs a little of bit of training at the beginning and we have the people wanting to work.

Programming services will need to be evaluated and changed this year, especially with our growing focus on Arabic speaking families in the community. We need to create programs on Canada, how to become a citizen, and other issues that we can share with them. There are many resources from the government that already exist and we are the best place to share them with the community. Alongside these new programs, we need to assess our current programming to see what is successful and what isn’t in order to provide the programs that the city most needs. This is something that happens every year and is necessary to our community focussed operation.

Collection development this year is more important than ever. We are hoping to increase the number of books we have in Arabic to support this growing population within the community as well as work on the English, French, and Maliseet collections. This calls for an increase in the budget as we cannot ignore our current collections in order to create an Arabic one. This will not only be beneficial for the new members of our community, but also for those who do not speak Arabic as providing this material will bring those new community members into the library and help them make connections with the wider community.

Our staff of 5 full time staff and many volunteers has been working for the Seaside Public Library. We believe that this will continue to be the case in the upcoming year and any changes to the budget in terms of salary is the regular Cost of Living increases that come every year. With our proposed changes we believe that we can continue to function with the same number of staff, but that there needs to be some restructuring in their job roles. One case of this is in the Head of Public Services position which currently oversees the Education and Outreach services as well as other roles. We believe that this is extremely important to the library and with our goals for community engagement and new programing that this part of the job be increased and the other parts of the job (Children’s/Young Adult services) be passed on to other staff. This may not be a permanent change, but one we feel would be good to do for this year to allow focus to be put on advertising, marketing, and program development. We also have a Library Assistant who does a variety of tasks. With some training provided we can make this job have a focus in reaching out to the refugee and Arabic speaking populations and helping with the new programing that we are hoping to put into place.

There are many forms of funding that we have looked into in order to offset the cost from the city. There are many governmental and corporate grants that we can apply for, especially when it comes to the Refugee services that we are hoping to implement as there are grants especially for this. We also have the annual money that comes in from rental groups using the library as well as the fines that we collect from patrons. The Friends of the Library group also always does fundraisers for the library as well as we have a supportive community around us that is willing to donate to keep the library working and running for them. A lot of this however is dependant on the services and programs that we provide and if we aren’t developing new programs we will not receive these grants. We are hoping that many of these will offset the increase in the budget for this year and we feel that the programs we are hoping to implement in the library will be intensely beneficial to the community and help us become a better library.

Here at the Seaside Public Library we strive to create an environment that is open and welcome to everyone within the community. We cannot do that at the moment as we do not have any books, resources, or services that provide for the Arabic speaking members of our community. In order to make those changes there will need to be money invested, but it is money that is well used and will help not only the library but the community at large. Through the various funding we have described we hope to help minimize the costs of these changes but we believe that whatever is spent on the library will manifest itself in other ways throughout the community.